Finance and Administrative Officer Tempo Inteiro

Terms and Conditions

• Start Date: As soon as possible
• Duration of Contract: Permanent
• Probation Period: Six months
• Salary Range: MZN 989 835 per annum, dependent on experience
• Location: Maputo, Mozambique
• Benefits: 25 working days’ annual leave entitlement plus national public holidays observed in Mozambique
• Medical Insurance, for you and up to three dependents
• Hours of Work: Hours of Work: This is a full-time position, working 40 hours per week Monday to Friday inclusive.

Job Description

• Job Title: Finance and Administrative Officer
• Reporting to: Grants and Operations Manager
• Key Internal Relationships: Country Manager, Mozambique
• Finance Business Partner, UK
• Senior Programme Manager Operations, Africa
• Programme Manager, Africa

Purpose

Under the immediate supervision of the Grant and Operations Manager, the Finance and Administration Officer will offer support towards ensuring that all the financial and administrative functions of Fauna & Flora Mozambique are effective, transparent and legally appropriate to support Fauna & Flora’s programme of work, in conformity with specific funder requirements, Fauna & Flora’s policies and procedures and international best practice.

Main Duties

Financial Management

• Assist in maintaining existing financial systems including but not limited to general expenses processing, travel expense claims processing and income & expenditure records;
• Support financial processes on Focal Point such as raising Purchase Orders and uploading fund budgets;
• Produce monthly fund financial reports of all active funds and flag any discrepancies to fund managers;
• Support cash flow management and banking by carrying out bank errands including withdrawals, deposits and bank instructions;
• Assist in reviewing staff advances liquidation to make sure the costs are charged to correct funds and FRC;
• Prepare all vouchers (payment, receipt and journal vouchers) to ensure the correct coding to budget lines, budget availability and the completeness of supporting documentation;
• Assist in ensuing day-to-day transactions are entered into accounting system and make any necessary journal adjustments with proper supporting documents;
• Provide adequate filing systems of vouchers and financial supporting documents for the annual audits;
• Assist in preparing internal/external bank transfers and ensure transactions are properly tracked and recorded;
• Handle petty cash and manage cash book on monthly basis;
• Support the timely preparation, review and approval of all monthly bank account and cash reconciliations;
• Assist in Fauna & Flora Mozambique institutional budget development and institutional and donor audits.

Administration

• Undertake procurement processes and procedures for the programme and the Maputo office, inline with Fauna & Flora policies and procedures;
• Assist to maintain and update the fixed assets register and developing and maintaining a risk & safety management system of Fauna & Flora Mozambique assets;
• Support Fauna & Flora Mozambique office administration including premises maintenance, insurance, health, safety and security and necessary relocations;
• Monitor and effect regular payments such as vehicle insurance, medical insurance, tax and social security payments;
• Ensure timely and regular filing of all office documents;
• Provide administrative support to the recruitment and selection process; including preparing offers and inductions;
• Maintain accurate and confidential employee records;
• Receive all in-coming correspondence and ensure that it is properly recorded, and brought to the timely attention of the Grants and Operations Manager;
• Ensure that out-going correspondence on finance and administrative matters is properly recorded and correctly addressed and sent out;
• Facilitate travel for Fauna & Flora staff; those visiting the Mozambique programme or undertaking fieldwork or meetings, in terms of bookings, cashflow availability and supplier payments;
• Support Fauna & Flora Mozambique staff in compliance with internal policies and procedures;
• Provide support in preparation of events, meetings and workshops for the Fauna & Flora Mozambique programme.

Other Duties

• Ensure proactive communications to build positive working relationships within the Fauna & Flora team, particularly partners, government officials, donors and others;
• Maintain professional confidentiality in all tasks and interactions;
• Effectively share information gathered at external meetings with relevant team members;
• Actively promote all Fauna & Flora safeguarding policies by ensuring staff capacity building, adequate visibility and cooperation with staff implementing all safeguarding structures, corruption and ICT policies of the organization.

Person Specification

Skills

• Fluent in written and spoken English; with good interpersonal skills;
• Proficiency with Microsoft Word, Excel and other MS Office products;
• Time management skills, reflexibility and open-mindset with agile learning attitude.

Knowledge and experience

• Bachelor degree in Finance, Accounting, Business Administration or equivalent experience;
• Reasonable years of experience working in the NGO sector or similar environments;
• Good experience in finance & accounting;
• Proven experience working with accounting software & systems;
• Experience providing administrative support to a team, department or organisation;
• INGO experience in finance management and accounting is an advantage;
• Experience working with international agencies or organisations.

Behavioural qualities

• Commitment to FFI’s values and mission;
• Rigorous and diligent approach to work, with a focus on attention to detail;
• Team player, demonstrating the ability to seek out and harness the views and contributions of others in an inclusive and respectful manner;
• Ability to work under pressure and meet deadlines;
• Ability to build positive personal and organizational relationships;
• Ability to work within a multi-cultural environment.

Other

• Pre-existing right to work in Mozambique.

Fauna & Flora Values

Values underpin who we are and how we act. Just as values shape who we are as individuals, they define us as an organisation, creating the culture of success for which Fauna & Flora is renowned. Our people exemplify our shared values, which are interconnected and interdependent:

• We act with integrity;
• We are collaborative;
• We are committed;
• We are inclusive, supportive & respectful;
• We get things done.

How to Apply

Applications, consisting of a covering letter, a full CV and contact details for two referees (who will not be approached without your permission), should be sent electronically to Mr Rosário Manuel.

In your cover letter, please explain why you feel you should be considered for this post, highlighting your relevant skills, knowledge and experience and how they meet the requirements of the role profile.

Please mark your application ”Finance and Administrative Officer”.

Candidates selected for interview will be contacted by email or telephone. Please specify your preferred method of contact in your covering letter and indicate where you saw the position advertised.  No agencies please.

Regrettably, due to limited resources and the high number of applications we receive, we are only able to contact short-listed candidates. If you do not hear from us within four weeks of the closing date, please assume that you have not been successful on this occasion.

Applicants with Disabilities

Fauna & Flora encourages applications from individuals with a disability who are able to carry out the duties of the post. Fauna & Flora values diversity and is committed to equality of opportunity.